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Interstore Transfers

Modified on: Fri, 14 Dec, 2018 at 3:35 AM

Overview

The transfer module moves stock from one store to another. Stock may only be transferred from brick and mortar stores and warehouse locations in MicroBiz. Stock may be transferred to real and virtual stores, the latter case is used for fulfillment of web orders.

Basic Steps - 2 Step Transfer

Go to Items tab scan, enter or search for items and add them to the transfer.

Print transfer if you like to include with goods.

Save as Transfer Out - stock is still owned by from store.

Physically get the goods over to the to store.

In the to store count the goods and change the status of the transfer to complete - stock is moved from from store inventory to to store inventory.

If you have a discrepancy between the transfer out amount and the amount received use adjust levels to remove the stock from the to store. You may want to ask the from store to double check their stock count on this item.

Basic Steps - Transfer Request

If you would like to request another store (other than the one where you are) transfers some stock to your store you can create a draft. The stock manager at the other location can review and decide if they can fill the transfer request - adjust quantities if needed and then change the status to transfer out or complete. See also User Scope and Transfers below.

Go to Items tab scan, enter or search for items and add them to the transfer.

Save as Draft - no stock is blocked or moved.

Actions

Both the transfer from store and transfer to store have actions that can be set by the user. The defaults are

From Store

To Store

Ship to Store

To Stock

Meaning the from store should send the goods to the to store and the to store should put them on the shelf so customers can buy them. Seems a little obvious. But there are other combinations of actions that provide some work flows you may find useful.

From Store

To Store

When to Use these Options

Ship to Store

To Stock

Restocking from warehouse or another store

Hold for Pickup

n/a

Customer bought the product at the to store and is coming to the from store to pick it up. The transfer replaces the stock sold at to store.

Ship to Customer

n/a

Customer bought the product at the to store and wants you to send it to the customer by USPS or UPS or some other means. The transfer replaces the stock sold at to store. The customer name and ship to address can be placed in the transfer notes.

Ship to Store

Hold for Pickup

Customer bought this from some other store or on line and the to store is the most convenient location for them to pick it up. Do not place the item in stock set it aside the customer will call for it.

Ship to Store

Ship to Customer

Item was not in stock in the to store which is acting as a central shipping location, warehouse or order consolidation point and the goods are being moved so orders can be filled and shipped.

Priority

A high priority flag can be set so the transfers can be flagged and quickly sorted and spotted in the Manage Transfers queue. This is useful in marking hold for pickup or priority order shipments.

Status

Draft status does not move any inventory. Use this as you pick items at the from store or work on which items to send.

Transfer Out - use this status when you are using 2 step transfers - this blocks the stock in the from store but does not transfer ownership to the to store until the status is complete.

Complete - this completes the stock move into open stock in the to store. Used in a 1 step transfer to immediately change ownership of the stock being transferred.

Cancel - reverses the transfer or closes a draft version of a transfer.

Tools

Add Items to Transfer - Useful if you want to restock a busy store from a warehouse or another location this feature will add items to your transfer that you sold or that are below the restock limit.

Set quantity of selected lines - use this tool to set any number of selected items to a specific quantity, a reorder amount or replace sales for a given period.

Copy Transfer - make a copy of a transfer - useful when you want to transfer the same things to multiple stores.

What to Do

If you receive something not on the transfer/the wrong thing - create a new transfer with just the omitted items on it. Transfer back any item listed that is not present at all.

If you are short - you can transfer the kissing item and qty it back to the originating store or if they are lost adjust them out of your inventory using adjust inventory.

If you are over - Create another adjustment for the additional items.

If you need to cancel or reverse the transfer - in some cases you may be able to cancel the transfer - this feature is pending - in the meantime you can copy the transfer and reverse the stores sending it all 'back' to the from store.

User Scope & Transfers

Users have scope. Meaning each user defined in MicroBiz Cloud has a list of valid stores. This scope will restrict the user from moving inventory or selling inventory in stores that are not in their scope. So if your scope is store 1 & 2 you cannot receive a supplier shipment in store 3 or log into a store 3 register. In the context of Transfers if from store is not in your scope you can still create a draft transfer from an out of scope store

Settings that Affect Transfers

You must have at least 2 licensed stores to see the inter store transfers menu option on the Inventory Menu.

Your user role must have access to the transfers module.

Admin Settings >>General >> Company >> Transfers - provides a way to limit your users to 1 step transfers (transfer out status is not visible) or to allow for 2 step transfers where the document must be saved first with a status of transfer out and again with a status of transfer complete.

Using a CSV File to Import Items for Transfer

Upon creating a new Interstore Transfer and selecting your "From" and "To" locations, proceed to the "Item Details" screen and in the top right corner there will be an "Import CSV" button as shown below.

Click on the button will bring you to the screen shown below. Proceed to change your "Delimiter" to "Comma" and click "Select CSV File".

Afterwards, the screen as shown below will appear with a preview of your file. Please ensure that the "Import File Fields" are as shown in the image and that if there is a Header Row present you select the "Skip Header Row On Import" option.